Executive Assistant to the C-Suite

Bombay is a collection of entertainment and hospitality brands, crafted to deliver luxury in every detail – from our exquisite facilities to our personalised service and the unique stories we inspire. Located in the heart of Tallinn, Bombay redefines luxury VIP experiences with its exclusive club, boutique hotel, restaurants, bars, spa, and bakery, embodying the spirit of elegance and refinement.

Purpose of the role:

 As the Executive Assistant to the C-Suite, you will provide high-level administrative and organizational support to the Senior Leadership team of the Bombay Group. Your role is essential in ensuring the smooth and efficient day-to-day operations of the executives’ workflow, enabling them to focus on strategic priorities and business-critical decisions. You will act as a central point of coordination, helping streamline communication, manage schedules, and oversee key administrative processes across the C-Suite.

How you will contribute: 

• Managing, planning, and prioritising the professional agendas of the C-Suite members, including scheduling meetings & coordinating travel.
• Assisting with meeting logistics and note-taking, and following up on outstanding items with key stakeholders.
• Overseeing daily administrative tasks and ad-hoc requests from C-Suite members to ensure smooth and efficient support across operations.
• Assisting in hosting C-Suite guests and visitors by delivering a high-quality, professional, and welcoming experience.
• Managing expense reports and reimbursements for C-Suite members, ensuring accurate and timely submission in line with company policies and coordinating with the finance team as required.
• Assisting with organising and coordinating logistics for offsite meetings, business events, and strategy sessions, including venue bookings, agendas, and catering.
• Participating in company-wide projects and events, supporting the execution of tasks, and ensuring follow-up and accountability among relevant departments.
• Collaborating with the Office Coordinator to ensure seamless office operations and alignment on logistical and administrative needs of the C-Suite.

The nature of the work sometimes requires working after office hours and/or weekends, especially when overseeing an event or handling urgent matters. It is important to be flexible to provide the necessary support. Overtime will be compensated with free time.

What we are looking for:

• Proven hands-on work experience as an Executive Assistant or any other similar role.
• Ability to resolve complex administrative issues independently and with high quality.
• Excellent communication skills, both verbal and written, with fluency in English.
• You demonstrate the highest level of ethics and the ability to maintain confidentiality and discretion at all times.
• Adaptable and proactive, with a can-do attitude, high stress tolerance, and the ability to manage multiple tasks while maintaining focus on key priorities.
• Excellent computer skills: you are a quick learner of how to use different platforms and systems.
• Willingness to attend business trips if needed.
• Having a driver's license and your own car is an advantage.
  

Why join Bombay? 

• Celebration & Time off: A birthday day off, and paid vacation days for personal milestones (e.g., child’s first school day, marriage), 3 wellness days per year.
• Health & Wellness: Private health insurance with Salu Digital Healthcare Platform, monthly sports compensation with Stebby. Paid sick leave from the 2nd day.
• Learning & Development: Generous learning & development package (personal development plan & trainings, company-wide knowledge sharing & trainings).
• Investment Opportunities: Opportunity to invest in the Group’s own venture fund, Yolo Investments.
• Working Environment: A comfortable workspace in the city center with plenty of fruits, snacks, and drinks.
• Networking Opportunities: Events and networking opportunities with colleagues.
• Parking:  Free parking at the office.

What can you expect during the hiring process:

The hiring process includes an initial online call with the Recruiter, an onsite meeting with the Head of Executive Support, and a test assignment. 

Place of work